Administrative Assistant II, Special Events

Villanova University; Rosemont (PA); On-site; USD 28,000 - 36,000; Full time

Job summary

Villanova University is seeking an Administrative Assistant II for Special Events to provide high-level administrative support to the Executive Director and the Special Events team within University Advancement. Responsibilities include calendar management, travel coordination, budgets, contracts, procurement card reconciliation, and vendor liaison.

The role requires a high school diploma and 3+ years in an operational/office setting, with proficiency in Microsoft Office; familiarity with

Qualifications

• High School diploma required; 3+ years in an operational/office role.
• Strong organizational and calendar management skills.
• Proficiency with Microsoft Office; ability to create spreadsheets.
• Experience with budgets, invoicing, and contracts is a plus.
• Discretion, professionalism, and excellent communication.

Responsibilities

• Provide administrative leadership to the Executive Director of Special Events and the team.
• Manage calendars, plan travel, draft itineraries, and process expenses.
• Lead contract management with Risk, GC, and procurement; liaise with vendors.
• Reconcile procurement card expenses; process invoices and budgets.
• Assist with event logistics, registrations, and promotional inventory.
• Support other Alumni Relations and Special Events tasks as needed.

Skills

Interpersonal skills

Organizational skills

Attention to detail

Communication skills

Team player

Customer service

Education

High School degree

Bachelor's degree preferred

Some college

Tools

Microsoft Office

Word

Excel

Banner

Salesforce

Airtable

Stova

Job description

Posting Details

Posting Number: 20260391S

Position Title: Administrative Assistant II, Special Events

Position Type: Staff

Location: Villanova, PA

Recruitment Type: Internal/External Applicants

Work Schedule: full-time/12-months

Avg Hours Week

Department: 604 - University Advancement

Ignite Your Career at Villanova University!

Whether undergraduate or graduate, faculty or staff, each community member brings with them a wealth of experiences that enrich our University and shift our perspectives. As a part of this community, your work will improve lives and ignite change!

Why work at Villanova?

Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.

• Villanova has been included among the nation's best colleges and universities. VU's inclusion again in U.S. News & World Report's 2025 \"Best Colleges\" rankings is another indication of the University's continued prominence and forward momentum.


• Villanova's most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more .

Villanova University has embarked on a 10-year strategic plan, Rooted. Restless., with the goal of enhancing the Augustinian Catholic living and learning experience for all members of our community. University Advancement is seeking exceptional talent to join our mission-driven team working together toward our shared vision for Villanova, fueled by the generosity of the University's philanthropic supporters as we keep moving in the spirit of St. Augustine in the public phase of Villanova's comprehensive capital campaign: Espiritus Nova.

The Administrative Assistant II for Special Events reports to the Executive Director of Special Events and will provide administrative support to the Special Events team in the Office of University Advancement. Responsibilities include all administrative aspects of special event planning, execution, and completion which will include, but is not limited to, maintaining processes to ensure completeness and accuracy of event registration reports, pre and post event budgets, and gift allocations. In addition to administrative support, the Administrative Assistant will take the lead on the contract process and regular interaction with Advancement and University leadership, and have agency in decision-making around this process as well as with vendor relationships. A high level of confidentiality and attention to detail is paramount for this position.

Additionally, responsibilities will include timely reconciliation of procurement card expenses, processing invoices, organizing projects, scheduling meetings, and other administrative tasks, as assigned. Assist with maintenance of promotional inventory. This position requires a high level of attention to detail and the ability to multitask. This individual must have a proven ability to consistently maintain a high level of discretion and professionalism.

Prior knowledge of database systems including Banner and SalesForce (or similar) as well as a familiarity with Airtable and Aventri (events system) is preferred. This position requires a high level of professionalism and confidentiality.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties And Responsibilities

• Provide administrative leadership and professional support to the Executive Director of Special Events and the entire Special Events Team. Aid the Executive Director with calendar management, meeting coordination and special event requests in accordance with priorities and planning. Handle business travel arrangements, including booking support for transportation and accommodations, drafting of travel itineraries, and processing expenses, event related invoices and contracts. Use discretion and independent judgment in dealing with sensitive matters.


• Process event registration including nametags and attendance reports. Maintain department wide events calendar, assist with scheduling meetings, organizing projects. Maintain records for events registration and final gift allocations. Provide timely updates to internal constituents as required.


• Lead and manage the overall submission and process of the contract management system for events contracts. Collaborate with university partners in risk management, General Counsel and procurement to facilitate the approval of event contracts and communicating with vendors. Maintain high level of professionalism in handling these documents and communication with Advancement leadership.


• Assist with maintenance of promotional inventory for events by monitoring inventory levels and working with vendors to obtain quotes.


• Provide support to other areas of alumni relations and special events as determined by the AVP for Alumni Relations and Executive Director of Special Events.


• Event staffing support during all hands-on deck times and perform additional duties as assigned. Act as the right hand support for the Executive Director and team at events. Be cross trained to back up most roles and functions within the team.

Minimum Qualifications

• High School degree required.


• The individual selected must have three (3) or more years of experience in an operational role, with exposure to accounting/bookkeeping/budgeting, preferably in an academic or event planning environment.


• The individual selected must be highly proficient with Microsoft Office especially Word and Excel. The individual must have proven ability to create spreadsheets and perform mail merge.


• The individual selected must have excellent interpersonal, organizational, planning, and prioritizing skills and be a team player.


• Must be flexible, upbeat, energetic self-starter who enjoys collaboration with a wide variety of constituencies.


• Must have the ability to work independently under general supervision with exceptional attention to detail.


• The individual selected must have a strong customer-service orientation and the ability to handle multiple projects in a fast-paced, multifaceted environment.


• Must have a proven ability to consistently maintain a high level of discretion and professionalism.


• Ability to use Banner, SalesForce, Airtable, Stova, and other special event software to assist with event management.

Preferred Qualifications

• Some college or Bachelor's degree preferred.


• Working knowledge of Banner and familiarity with Salesforce, Airtable and Stova (Event Management platform) preferred but not required.

Physical Requirements And/or Unusual Work Hours

Ability to work evenings and weekends especially around University events. Open to a flexible work schedule to meet business needs.

Special Message To Applicants

Posting Date: 08/04/2026

Closing Date (11:59pm ET):

Salary Posting Information

This position falls within hourly grade 11 and the range is $20.30-26.48/hr. The final salary will be determined with consideration of several factors including the selected candidate's qualifications, department budget availability, market data, and internal equity.

Salary Grade

Salary Grade: 11

Job Classification

Job Classification: non-exempt

References Needed

References Needed

Minimum Number of References Needed 3

Maximum Number of References Needed 3